Receiving Inbound E-Documents by Email Capture
After your administrator has set up the Inbound Email Capture plug-in and Vendor E-Document Sender, you are ready to receive inbound e-documents from your vendors. The system automatically receives inbound e-documents sent through email and then queues them as Inbound E-Documents for Conversion if an e-document template is assigned.
The number of e-documents received from email capture is displayed on the Electronic Documents portlet, under Inbound E-Documents for Conversion. You can click the number displayed to go to the Inbound E-Documents for Conversion: Results page, which lists the inbound e-documents for conversion. For more information, see Electronic Documents Dashboard SuiteApp Portlet.
If you have automatic bulk conversion set up, the bulk conversion script will automatically convert the e-documents in the list into transaction records at a defined schedule. For more information, see Deploying Automatic Bulk Conversion Script for Inbound E-Documents. Or, you can convert individual e-documents in the list by clicking the View link of an e-document, and then click the Convert button on the inbound e-document record page.
Inbound e-document email capture receives XML files along with their PDF file reference attachment, if any were generated. Received PDF files are stored in the File Cabinet and can be viewed by clicking a link in the PDF File Reference field on the newly created inbound e-document record. When the inbound e-document is converted into vendor bill or vendor credit, the PDF file reference can also be viewed from the E-Document subtab.
Inbound email capture can only receive one XML e-document and one PDF file per email.
Editing Incomplete Inbound E-Documents
Inbound e-documents that do not clearly define the vendor who sent them, will also be missing the e-document template, which is defined by the vendor. These inbound e-documents will be tagged as incomplete. They are queued as Incomplete Inbound E-Documents, which is displayed on the e-document dashboard portlet. You can click the number displayed under Incomplete Inbound E-Documents in the home page to go a results page, where you can click the Edit link of an inbound e-document to complete it. For more information, see Displaying the E-Documents Portlet on the Home Page.
On the Inbound E-Document record page, you can complete the inbound e-document by selecting the right vendor in the Vendor field and then the system automatically selects the e-document template that is applicable to the inbound e-document based on the XML content and the selected vendor. But, you can still manually select or override the default e-document template. After completing the inbound e-document, the E-Document Status is changed to For Conversion.
Related Topics
- Electronic Invoicing User Guide
- Displaying the E-Documents Portlet on the Home Page
- Overview of Outbound E-Document Process
- Outbound E-Document Statuses
- Assigning E-Document Packages to Customer or Vendor Records
- Defining E-Document Email Recipients
- Selecting E-Document Packages, Templates and Sending Methods on Transactions
- Enabling PDF File Reference Generation
- Generating and Regenerating E-Documents
- Sending and Resending E-Documents
- E-Document Network Status
- Overview of Inbound E-Document Processing
- Inbound E-Document Statuses
- Receiving E-Document XML Files from Web Service
- Uploading Received XML Files as Inbound E-Documents
- Converting Inbound E-Documents into Transaction Records
- Common Scenarios in Vendor Bill Conversion
- Converting Individual Inbound E-Documents into Vendor Bills
- Converting Failed Inbound E-Documents
- Compatibility of Approval Workflows with Vendor Bill Conversion
- Canceling Inbound E-Documents